Human Resources Administrative Assistant-Confidential

Screening of applicants on a rolling basis. Position is open until filled.

Permanent 8.0 hour/day position to begin immediately as available.

Job Title: Human Resources Administrative Assistant
Supervisor: Chief Human Resources Officer
Employee Group: Confidential
FLSA Status: Exempt

Summary: The Human Resources Administrative Assistant provides direct support to the Chief Human Resources Officer (CHRO) and support for the Human Resources Department. Serves as initial contact and interface on behalf of the CHRO; compile and prepare complex data provide expertise to the administrative support functions staff and activities of the office exercising professionalism exemplary judgment discretion and confidentiality.

Essential Duties and Responsibilities
Provide varied and complex professional executive and administrative support services to the CHRO; organize office activities and coordinate flow of communications and public relations for the office and CHRO; maintain confidentiality of sensitive and privileged information; assure smooth operations of assigned office.
Anticipate information needs of the CHRO; proactively highlight issues needing urgent attention and followup; manage the CHROs workflow by tracking and prioritizing tasks and projects to ensure optimal performance of the office.
Serve as executive office manager and liaison to department staff; support operational needs by communicating and coordinating internal activities projects programs and similar functions on behalf of the CHRO; organize and coordinate office operations procedures and resources to facilitate organizational effectiveness and efficiency.
Maintain budgets and assure accounts are accurate and expenditures are in compliance with federal or State requirements; initiate purchase requisitions and budget transfers; oversee contracts and invoices; produce a variety of financial and statistical reports.
Receive visitors including district and school administrators staff parents and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning policies and procedures where judgment knowledge and interpretation of procedures and regulations are required.
Assure timely communications between assigned office the public and District employees; initiate phone calls to receive and transmit information; answer telephones screen and route calls; take and relay messages; process criminal background checks for employees contractors and volunteers serve as a resource to others concerning policies and procedures and resolve issues as appropriate.
Compose independently or from note or rough draft a variety of materials including interoffice communications emails requisitions forms letters special projects legal documents and other materials; create and maintain project and confidential files.
Coordinate schedule and attend a variety of meetings; prepare and send out notices of meetings; take transcribe and distribute minutes; maintain appointment calendars; collect and compile information for meetings projects and workshops; prepare agenda items and backup materials; prepare charts and statistical information as needed.
Participate in and coordinate various routine and special projects for the CHRO; track and monitor progress and workflow and adjust priorities to meet completion deadlines.
Maintain a variety of complex records lists and files including confidential materials; prepare purchase requisitions; prepare payroll; inventory order receive and distribute office supplies and materials.
Coordinate travel and conference arrangements; prepare related forms and reimbursements.
May receive open sort screen and distribute incoming mail and prepare bulk mailings.
May provide leadership work direction and guidance to assigned staff.
May supervise and evaluate assigned staff.
Provides support to the hiring process including testing criminal background checks and drug screens.
Assists with new employee orientation and open enrollment.
Prepares material needed for bargaining with employee groups.
Maintains competency in all position responsibilities.
Complies with all safety and work rules policies and procedures.
Responsible for the proper utilization operation and maintenance of all department resources.
Assumes additional responsibilities as needed with little or no supervision.

Marginal Duties
Provides support to other positions as needed.
Other related duties as assigned.

Supervisory Responsibilities:
All employees of the Medford School District have a responsibility to maintain a safe environment and supervise students.

Qualifications: To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: High school diploma or General Education Diploma (GED); three yearsadministrative or office managerlevel assistant experience. Previous work experience in the field Human Resources preferred. Knowledge of best practices related to office administration required. A thorough working knowledge of state and federal regulations office practices and procedures is required. Experience with Sungard preferred.
Interpersonal Skills: Exhibits a high degree of diplomacy in dealing with all customers over the phone and/or in person. Employee must have the ability to work in a team environment. Employee must interact in a kind compassionate and professional manner. Must maintain confidentiality and security at all timeswithout exception.
Language Skills: Ability to speak read write legibly and follow verbal or written instructions. Employees must have the ability to respond to common inquiries or complaints. Ability to read and interpret complex documents such as subpoenas legal correspondence collective bargaining agreements vendor contracts safety rules operating and maintenance instructions and procedure manuals. Ability to write reports and business correspondence. Bilingual in Spanish preferred.
Mathematical Skills: Employees in this category must have the ability to calculate figures and amounts such as discounts interest and percentages. Employees must have the ability to apply concepts of basic math fractions percentages to practical problem solving situations. Must have the ability to collect maintain and analyze data. A high level of accuracy and attention to detail required.
Reasoning Ability: Employees in this category must have the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Employee must be able to manage time organize and determine priorities.
Computer Skills: To perform this job successfully an individual should be proficient with word processing spreadsheets email HRIS systems and timekeeping software. Employee must have the ability to type 50 wpm.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to talk or hear. The employee is regularly required to sit use hands for fine manipulation handle or feel and reach with hands and arms. The employee must frequently smell walk stand and sit. The employee is occasionally required to climb stoop kneel or balance. The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision distance vision color vision the ability to adjust focus depth perception and peripheral vision. Speaking clearly enough to be able to be understood by others. Ability to identify and understand the speech of another person. Emotional stability to work effectively under pressure and control all aspects of the job.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually low. The employee may be exposed to bloodborne pathogens.

EQUAL OPPORTUNITY EMPLOYER
Medford School District 549C is an Equal Opportunity Employer and in accordance with Federal and State legislation including Title IX title VIII ORS 659.150 does not discriminate on the basis of race sex religion age national origin disability or marital status in employment or educational programs.

Medford School District 549C is an equal opportunity employer and provides qualifying veterans and disabled veterans with preference in employment in accordance with ORS 408.225 408.230 and 408.235.

Qualifying veterans and disabled veterans may obtain preference by submitting as verification of eligibility a copy of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) or a letter from the US Dept. of Veterans Affairs indicating receipt of a nonservice connected pension to your application by the closing date. Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Dept. of Veteran Affairs unless the information is included on the DD Form 214/215.

Note: This is not necessarily an exhaustive or allinclusive list of responsibilities skills duties requirements efforts functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school district may add to modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.